Information is best viewed as the data upon which the project is
configured and upon which decisions are based, while communication
is the oil and grease which keeps the whole project progressing
smoothly. Questions in this area might therefore include: Does the
project sponsor keep the project manager informed on matters affecting
the project, and in turn does the project manager keep the members
of his team similarly informed? Are project team members free to
voice their opinions and concerns for the project? In other words,
is information flowing satisfactorily through the organizational
structure, and in doing so, is its quality and integrity maintained?
Similarly, are the necessary mechanisms in place to inform those
who are outside of the project organization, and inform them according
to their respective interests? For example, an external stakeholders'
public relations program could be very necessary where the construction
and completion of the project is politically sensitive, since adverse
reaction could have a damaging affect on the ultimate success of
Are all members of the project team and their respective work forces
clear on what is expected of them? Are the responsibilities of each
clearly defined, and are the corresponding project policies and
procedures clearly set out, accessible and easy to use?
Do project status reviews compare what has been accomplished with
planned expectations, and when the project is off-track is an opportunity
provided to develop a recovery plan? In arriving at such solutions,
is everyone involved who should be involved, in order to build commitment
to the required results?
Does the project differentiate between meetings to discuss progress
and planning on the one hand, and problem solving meetings on the
other, in order to improve the effectiveness of both? Are these
meetings efficiently managed, with prior agendas and subsequent
action oriented minutes which focus on the future rather than the
past, and show responsibilities clearly assigned?
Is the project provided with adequate systems and data processing
support, particularly in the areas of scope change, quality, and
forecast schedule and cost controls?